Facilities Administrator

Job description

We are looking for a Facilities Administrator for our Integrated Facilities Management business line.

About JLL

We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.

If you’re looking to step up your career, JLL is the perfect professional home. At JLL, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You’ll also make long-lasting professional connections through sharing different perspectives, and you’ll be inspired by the best. We’re focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at JLL!

Location: Haarlem

Role Purpose

The Facilities Administrator will report to the Regional Facilities Manager, their role is to provide professional administrative support to the Facilities Team, assisting and supporting the day to day operation and delivery of the contract including, administration of supplier contracts, PO requisitions and receipting, supporting FB Task System and Permit to Works Systems in addition to reporting on administrating on operational, H&S and Quality

What this job involves

·  Provide relevant FM information and Administration support to the Facilities Manager as required.
·  Report all accidents, occupational illnesses and emergencies in relevant books/documentation.
·  Maintain monthly performance measurement information for line management in support of contract performance requirements.
·  Monitoring on a monthly basis – contact list, Hard & Soft services audit, EHS inspection, site inspection, work orders, accident statistics.
·  Supporting FB Task and JLL Permit to Work systems as required issuing work schedules to site teams, monitoring tasks through to completion and contacting suppliers in terms of permits and access (including registering of visitors and contractors to site)
·  Promotes high level of satisfaction among Client users by promptly responding to their service requirements.
·  Administrator for all paperwork and filing structures for the Facilities Team.
·  Assists Facilities Coordinator and other team members in preparing Standard Operating Procedures manuals.
·  Assures compliance with JLL policies, procedures and standard practices.
·  Raises POs and coordinates invoicing and other support of the AP team including PO req’s, receipting of POs and supporting the management of accruals.
·  Manages consumables and critical spares held on site maintaining an up to date inventory.
·  Supports FB AIR program in terms of poster management (issuing poster roll out and removals)
·  Building relationships between occupants, FM staff and the suppliers.
·  Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training.
·  Follow required emergency prevention and operational controls. coordinating their daily and weekly schedules as required.  
·  Regularly work with external soft services contractors including quality audits and oversight of KPI/SLA delivery
·  Working as a member of the team you will insure that all agreed service levels and service standards are met.
·  Set up, maintain, organise and control JLL central files, information, data, reports etc relating to Soft Services, Space View, Post Room and Amenities across EMEA
·  Entering system data and providing the overall system administration.
·  Single point of monitoring of social pages to ensure tasks are filed in good time and that queries or escalations are managed accordingly.
·  Task management oversight ensuring tasks are progressing with the required team and updates chased or escalated as required.
·  Engineering support and administration including PPM documentation management.
·  Weekly campus rota completion
·  Adhoc duties including but not exclusive to supporting coordination of events, assisting campus RFM, FM and coordinators with reporting and implementing new procedures, meeting minutes and working with other business support departments when required.

Sound like you? To apply you need to be able to demonstrate the following skills and experience:

·  Proactively communicate any operational matters of concern & potential issues with your line manager, ensuring resolution at an early stage.
·  May be expected to undertake any other duties commensurate with the activities listed above and within general office support/facilities management area.
·  Works within the Facilities team to ensure office space is kept to a high standard and all processes are adhered to, including walk-rounds, health and safety management, contractor management etc.
·  Acts collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation.
·  Ensures delivery of committed services and overall satisfaction with JLL performance. 
·  Demonstrate responsiveness and creativity in finding solutions for service delivery.
·  Seeks to continuously improve processes, systems and overall client satisfaction.

•             Outstanding customer service skills and orientation

•             Ability to multi task and always maintain professionalism under stressful situations without supervision

•             Proficient in MS Office and Outlook, and possess excellent written and verbal communication and people skills

•             Previous experience of working in a fast-paced, corporate multi-national environment

•             Must be able to demonstrate flexibility in relation to type of works carried out and availability

•             Experience in a hands-on role working within an events environment and facilities environment

What you can expect from us

You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay.

Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement .

For additional details please see our career site pages for each country.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy here .

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at Accommodation.Reques@am.jll.com . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.